Office Admin/Administrative Assistant, Admin

CLSA•New York, NY

About The Position

Key Areas of Responsibilities Manage daily administrative operations of the New York office Monitor and maintain office supplies inventory, place orders when necessary Organize/maintain pantry space Organize and support company events, trainings, and meetings and coordinate conference room bookings Distribute mail daily, coordinate shipments Receptionist responsibilities including answering phones, greeting guests and maintaining conference center area Interface with building management office including adding visitor access, inputting building service requests Process administrative requests that comply with global company policies including inputting procurement requests, invoice requests and pre-approval items Track and manage invoices Supporting in office visitors including senior management from company headquarters, overseas research analysts, clients, etc. Administrative support for Country Head/Chief Executive Officer Oversee and coordinate office schedules, calendars and meetings for CEO Manage travel plans Process expense claims Assist in preparation of management presentations Ad hoc requests/support as necessary Requirements Associate/Bachelors degree or above in Business Administration, Management of related field preferred Minimum 7 years of relevant experience in office management, sales or administrative support Exceptionally detail-oriented with excellent time management and organizational skills Ability to manage multiple tasks and projects simultaneously. Ability to maintain company confidentiality in all aspects of the position Positive, optimistic and enthusiastic attitude Concise yet open and friendly communication Solid interpersonal skills and a collaborative work style Resilient and able to adapt to changing demands and conditions Familiar with Microsoft Office suite of products (including PowerPoint) Excellent verbal and written communication skills.

Requirements

Associate/Bachelors degree or above in Business Administration, Management of related field preferred
Minimum 7 years of relevant experience in office management, sales or administrative support
Exceptionally detail-oriented with excellent time management and organizational skills
Ability to manage multiple tasks and projects simultaneously.
Ability to maintain company confidentiality in all aspects of the position
Positive, optimistic and enthusiastic attitude
Concise yet open and friendly communication
Solid interpersonal skills and a collaborative work style
Resilient and able to adapt to changing demands and conditions
Familiar with Microsoft Office suite of products (including PowerPoint)
Excellent verbal and written communication skills.

Responsibilities

Manage daily administrative operations of the New York office
Monitor and maintain office supplies inventory, place orders when necessary
Organize/maintain pantry space
Organize and support company events, trainings, and meetings and coordinate conference room bookings
Distribute mail daily, coordinate shipments
Receptionist responsibilities including answering phones, greeting guests and maintaining conference center area
Interface with building management office including adding visitor access, inputting building service requests
Process administrative requests that comply with global company policies including inputting procurement requests, invoice requests and pre-approval items
Track and manage invoices
Supporting in office visitors including senior management from company headquarters, overseas research analysts, clients, etc.
Administrative support for Country Head/Chief Executive Officer
Oversee and coordinate office schedules, calendars and meetings for CEO
Manage travel plans
Process expense claims
Assist in preparation of management presentations
Ad hoc requests/support as necessary